The Office Manager focuses on the Rustandy Center's administrative and office operations. Responsible for financial processes and reporting, program logistics, database management, procurement, and the development and oversight of new operational processes and initiatives.
Work with the Director of Operations & Strategic Initiatives to prepare budget reports and financial forecasts for individual programs.
Process reimbursements, sponsorships, invoices, deposits, stipends, and awards for the Centerâ™s programs in a timely manner.
Manage use of shared Center space and resources and occasionally support center-wide events; e.g., room reservations, catering, setup, travel and lodging, etc.
Provide support to Executive Director and leadership team for expense processing, scheduling, and other administrative needs.
Support stewardship efforts by reviewing the Centerâ™s gift reports, managing donor records, writing acknowledgement letters, and corresponding with donors and sponsors to ensure their needs are met.
Maintain excellent record keeping and contribute to the Centerâ™s financial, events, and contact data tracking and analysis.
Manage vendor relations and handle the procurement of office materials for the Center, including gifts for Center programs and events as needed.
Serve as first point of contact for inquiries about the Center and its work. Provide excellent service and direction to students, faculty, staff, and visitors who enter the Center.
Develop and maintain strong relationships with University of Chicago and Booth departments including Accounting, Legal, Facilities, Faculty Services, IT, and HR to smooth and advance the progress of Center activities with these offices.
Other related duties as assigned, e.g., office mail and email, supply closets, catering, parking and dining reservations, work requests for University of Chicago and Booth Departments, etc.
Education, Experience or Certifications:
Bachelor's degree required.
At least two years of administrative experience required.
Budgeting and database management experience preferred.
Technical Knowledge or Skills:
Technically adept and highly proficient user of MS Excel and Outlook required.
Demonstrated organizational and time management skills with keen attention to detail required.
Demonstrated excellent customer service skills required.
Creative and resourceful with strong problem solving skills and willingness to seek out, coordinate, and appropriately disseminate key information required.
Ability to work with frequent interruptions and successfully manage concurrent projects and deadlines required.
Highly responsive with excellent verbal and written communication skills required.
Ability to travel occasionally between Hyde Park campus and downtown and flexibility to occasionally work late or start early for Center events required.
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR02798
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